Cat,
Another method to assign breakouts in bulk is to use the Import Registrations feature. This will be especially useful if you have a large number of attendees/assignments to make. The following are the
GENERAL steps to do this. I have not repeated instructions or steps that are specifically called out in the import wizard.
I recommend reading through all of the steps below first before beginning to attempt this method.
- If you have not already done so, create all of the Breakout Sessions you need to assign
- Go to Attendees > Attendee List, click/hover over the Actions button and choose Import Registrations
- Scroll down to the File Settings section and click on the Download a file link. This will generate an Excel file as an import template that has all of your Sessions as Column Headings in the file. Save this file somewhere on your computer or network.
- Export all of the attendees to you want to assign to breakouts to an Excel file and include in that export, First Name, Last Name, Email Address and any other fields you need to determine which track you want them in.
- Open the attendees file you have created and organize them into the track groups you want to create. Depending on how many different tracks you have, you might consider separating these all into a separate file for each track (you don't have to but it might help keep things organized).
- From the Import Template file you created, copy the columns containing the Session names and paste these into the Attendee File(s) to the right of the last column.
- In each of the Session columns put a "Yes" or "No" indicating if the attendee in that row should attend that session. Do this for all of the sessions for the first attendee row in the group.
- Now copy all of those Yes's and No's to all of the other attendees who are in that group.
- Repeat steps 7 & 8 for each of the different attendee groups
- Save the attendee file
- Return to Attendees > Attendee List > Actions > Import Registrations
- Choose "Update existing registrations, skip new registrations" as the Import Method
- Scroll down and Browse for your file
- Click Next
- Go through the field Mapping process Mapping the fields in your file to the Fields/Sessions in your event in Cvent. Note: if you have Sessions that have the exact same Title, in your attendee file you will need to slightly modify each column heading so that each column heading is unique (add a 1, 2,3 etc. to the end of the title in the file). This will prevent Cvent from giving you an error that you have duplicate Column Headings. Your file need to have unique headings yet the Cvent field for mapping will be duplicated. I have found that the order Cvent has duplicate fields is the chronological order of the sessions.
- After completing the mapping process, continue through the import steps to finish the import.
I recommend creating a single record file as a test for the import to make sure you are getting the results you are after and to highlight any challenges you may encounter.
I know this seems like a lot of steps but it does work. Feel free to ask questions and/or let me know if I made a glaring errors in the instructions above so I can correct them.
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John Maddox, CMP
Meetings IT, Inc.
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Original Message:
Sent: 12-28-2021 20:08
From: Cat Miller
Subject: Adding Attendees to Specific Breakouts in AttendeeHub
I am trying to add specific attendees to breakout sessions using cvent registration and attendeehub. Is there an easy way to do this without creating registration paths? I only have one registration path right now and people already registered... we have at least 4 different tracks that vary throughout the day - any tips please???
#EventApp-Building/managing
#Flex-Creating/ManagingEvents
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Cat Miller
Vice President of Marketing & Communications
PlanSource
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